10. CORPORATE SALES PROCEDURE
Ensure all seasonal emailers are sent using the correct format, procedures, and communication
Scope:
Related Documents:
9.1 – 9.13; 11.1 – 11.12
10.6 Seasonal emailer
Procedure & examples:
Subject line: Festive Gifting with Bateel
SENDING OUT EMAILERS USING MAIL MERGE
Instructions:
1. Create an Excel sheet with the dataset you would like to email. Ensure that the columns are labelled correctly ‘Name’ and ‘Email’. A reference is shown below:
2. Open the emailer on a Word DOCX.
3. Click the ‘Mailings’ option on the Word ribbon.
4. Click ‘Start M a il Merge’ - > ‘Email Messages ’
14/04/2023
Version 1
Page 1 of 7
5. Click ‘Select Recipients’ - > ‘Use an Existing List’. This is where you select the Excel sheet with the dataset.
Click ‘Yes’ for this option.
14/04/2023
Version 1
Page 2 of 7
14/04/2023
Version 1
Page 3 of 7
Click ‘OK’ for this option.
6. To personalize the email based on ‘Name’ – Place your cursor exactly where you want the ‘Name’ to show up:
14/04/2023
Version 1
Page 4 of 7
Click on ‘Insert Merge Field’ and select ‘Name’:
The personalization will be added in as shown below:
14/04/2023
Version 1
Page 5 of 7
7. To check if the personalization is working properly, click on ‘Preview Results’:
8. Make sure to check if the links are all working properly.
9. Lastly, click on ‘Finish & Merge’ - > ‘Merge to E m ail’
The following menu will pop-up:
Click on ‘To:’ and select the ‘Email’ option:
14/04/2023
Version 1
Page 6 of 7
Next to ‘Subject:’ , add the subject line of the email:
Click on ‘Send As:’ and select ‘HTML Message’. This will ensure that all your images and text will go through properly formatted:
10. Click ‘Mail Merge to Outbox’. The emails should connect to your Outlook application and will start being sent one by one. Sending empty emails not only looks unprofessional, it also damages the business, therefore familiarize yourself with the process by testing it out first. Use a test Excel sheet with your personal and work email addresses.
14/04/2023
Version 1
Page 7 of 7
Page 1 Page 2 Page 3 Page 4 Page 5 Page 6 Page 7Made with FlippingBook - Online magazine maker